Section one: Contracting authority
one.1) Name and addresses
Department for Work and Pensions
Caxton House, Tothill Street
London
SW1H 9NA
Country
United Kingdom
NUTS code
UK - United Kingdom
Internet address(es)
Main address
https://www.gov.uk/government/organisations/department-for-work-pensions
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
Additional information can be obtained from the above-mentioned address
one.4) Type of the contracting authority
Ministry or any other national or federal authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Synergy Technology (including ERP) & Systems Integration Services
two.1.2) Main CPV code
- 72000000 - IT services: consulting, software development, Internet and support
two.1.3) Type of contract
Services
two.1.4) Short description
The Authority published a prior information notice on 21 December 2022 (Notice Reference 2022/S 000-036281) the “December 2022 PIN” (see: Synergy Technology (including ERP) & Systems Integration Services - Find a Tender (find-tender.service.gov.uk)). The Authority seeks to provide further information to the market which complements the information contained in the December 2022 PIN.
The Authority continues to engage the market to work with the Synergy Programme and its stakeholders to ensure the delivery of best in class, Value for Money (VfM), shared Human Resources (HR), Finance and Commercial service which meet the needs of service users.
The Authority intends to undertake a procurement for the Synergy Programme in accordance with section II.2.4) of the December 2022 PIN.
This prior information notice has been issued to provide further detail as to:
a) the rules for participation in the procurement: “Capping Mechanism”;
b) the contract construct; and
c) the use of the Competitive Procedure with Negotiation and the high-level timelines for this.
This information is contained in section II.2.4) of this prior information notice.
The purpose of this PIN is to update the market as the Authority continues to design its intended procurement process and, in that respect, to notify the market of the Authority’s current position in relation to items (a) to (c) above. However it should be noted that nothing in this prior information notice is intended to commit the Authority to following those positions as part of its final procurement process or indeed to commence a subsequent procurement process. The Authority reserves the right to amend its position on any of the matters relating to items (a), (b) and (c) final details of which will be confirmed within the Contract Notice for this opportunity.
two.1.5) Estimated total value
Value excluding VAT: £100
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 48000000 - Software package and information systems
- 48100000 - Industry specific software package
- 48217000 - Transaction-processing software package
- 48219300 - Administration software package
- 48411000 - Investment management software package
- 48440000 - Financial analysis and accounting software package
- 48441000 - Financial analysis software package
- 48450000 - Time accounting or human resources software package
- 48490000 - Procurement software package
- 72000000 - IT services: consulting, software development, Internet and support
- 72200000 - Software programming and consultancy services
- 72210000 - Programming services of packaged software products
- 72211000 - Programming services of systems and user software
- 72212450 - Time accounting or human resources software development services
- 72212451 - Enterprise resource planning software development services
- 72250000 - System and support services
- 72260000 - Software-related services
- 72261000 - Software support services
- 72265000 - Software configuration services
- 72267000 - Software maintenance and repair services
- 72300000 - Data services
- 72317000 - Data storage services
- 72500000 - Computer-related services
- 72510000 - Computer-related management services
- 72590000 - Computer-related professional services
- 72600000 - Computer support and consultancy services
- 72610000 - Computer support services
- 72900000 - Computer back-up and catalogue conversion services
- 79000000 - Business services: law, marketing, consulting, recruitment, printing and security
- 79211110 - Payroll management services
- 79211120 - Sales and purchases recording services
- 79630000 - Personnel services except placement and supply services
- 79631000 - Personnel and payroll services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
The Authority intends to commence a "bundled procurement" for Synergy Technology (including ERP) & Systems Integration Services through a Competitive Procedure with Negotiation (under Regulation 29 of the Public Contracts Regulations 2015). The final design of the bundled procurement will be determined at the discretion of the Authority.
By "bundled procurement" the Authority means that the Technology (including ERP) and SI suppliers work together in partnership from the outset to jointly propose a cohesive solution and delivery approach which meets the Authority's outcome-based requirements and demonstrate they are a compatible supplier partnership.
The Authority proposes conducting a single procurement process (with the application of a single evaluation methodology that will cover the different or “bundled” elements of the overall solution) to determine the fit for purpose 'bundle' of suppliers.
For the avoidance of doubt, the Authority does not propose a 'lotted' procurement or a prime contractor/subcontractor model.
a) Rules for participation in the procurement: "Capping Mechanism"
To maintain the integrity of the procurement process for this contract opportunity, the Authority intends to allow any supplier to form a part of up to three (3) consortia.
This is intended to be set as a condition of participation in the procurement.
Should any supplier wish to be part of more than one consortium this will be appropriately managed by a requirement for separate bid teams and ethical wall agreements. Further details will be set out in the procurement documents in due course.
b) Contract Model
The Authority is still developing its preferred contracting model for Synergy. As previously stated in the December 2022 PIN, the Authority is intending to use a single Co-signed Contract based on the government’s Model IT Services Contract (see: Model Services Contract - GOV.UK (www.gov.uk)).
** Please register and download the full copy of the detailed information through the itt_21870 Synergy Technology (including ERP) & Systems Integration Services event on Jaggaer.
c) Use of the Competitive Procedure with Negotiation and high-level timelines
The Authority shall utilise the Competitive Procedure with Negotiation (under Regulation 29 of the Public Contracts Regulations 2015) for this procurement.
** Please register and download the full copy of the detailed information through the itt_21870 Synergy Technology (including ERP) & Systems Integration Services event on Jaggaer.
The Authority reserves the right to amend the above timelines and any of the matters relating to items a), b) and c) above prior to advertising the Contract Notice for this opportunity. Final details of the timeline above will be confirmed within the Contract Notice for this opportunity.
The suppliers are invited to provide the following as part of their proposals and/or observations to the currently proposed Contract Model approach:
• how the proposed approach in (b) can be improved to ensure transparency, collaboration, governance and delivery.
• reasonable detail both as to the proposal or observation itself and also the justification for it in order to enable the Authority to understand the observation(s) and its merits.
Responses should be provided via the portal by no later than 17:00 hours British Summer Time (BST) on Monday 24 April 2023
If suppliers do not wish to make any observations in response to the questions above, there is no further action required.
Suppliers should note that the Authority is requesting this information with a view to assisting it in the further development of the procurement process. By requesting this information, it is by no means committing to accepting, addressing, or incorporating any feedback into the procurement documents (as defined by PCR 2015). Therefore, the Authority reserves the right to accept, incorporate or dismiss any of those proposals or observations at its sole discretion.
two.2.14) Additional information
** Please register and download the full copy of the detailed information through the itt_21870 Synergy Technology (including ERP) & Systems Integration Services event on Jaggaer.
Nothing in this prior information notice is intended to commit the Authority to a subsequent procurement.
two.3) Estimated date of publication of contract notice
31 May 2023
Section four. Procedure
four.1) Description
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
Section six. Complementary information
six.3) Additional information
The Authority reserves the right to amend the above timelines and any of the matters relating to items a), b) and c) above prior to advertising the Contract Notice for this opportunity.
Suppliers are asked to respond via the portal no later than 17:00 hours British Summer Time (BST) on Monday 24 April 2023 if suppliers have any significant objections to the proposed approach please set these out highlighting in reasonable detail the reasons for such objections.
In addition, suppliers can submit any clarification questions for the Authority via the portal (including if any of the information on the Authority’s currently intended approach and documentation referred to in this PIN is not clear) by no later than 17:00 hours (BST) on Wednesday 19th April 2023
The Authority will respond to all reasonable requests for clarification as soon as possible through publishing the suppliers’ questions and the response to them on the portal. If a supplier wishes the Authority to treat a request for clarification as confidential/commercially sensitive and not issue the response to all suppliers, it must state this when submitting the clarification. If, in the opinion of the Authority, the information is not confidential/commercially sensitive, it will inform the supplier and the relevant supplier will have an opportunity to withdraw it. If the request for clarification is not withdrawn, both the question and the response will be issued to all suppliers via the portal.
Suppliers should note that the Authority is requesting this information with a view to assisting it in the further development of the procurement process. By requesting this information, it is by no means committing to accepting, addressing, or incorporating any feedback into the procurement documents (as defined by PCR 2015). Therefore, the Authority reserves the right to accept, incorporate or dismiss any of those objections at its sole discretion.
How to Register on the portal to access the more detailed information:
1. Register on the eSourcing portal (this is only required once):
https://dwp.bravosolution.co.uk & click the link to register - Accept the terms & conditions & click 'continue' - Enter your correct business & user details - Note your chosen username & click 'Save'. You will receive an email with your password (keep this secure)
2. Express an Interest in the tender - Login to the portal with the username/password - Click the 'PQQs / ITTs Open To All Suppliers' link. This Expression of Interest (EOI) is identified as a Pre-Qualification Questionnaire open to any registered supplier - Click on the Synergy Technology exercise to access the content. Click the 'Express Interest' button at the top of the page. - This will move the EOI into your 'My PQQs/ My ITTs' page. (A secure area reserved for your projects only). You can now access any attachments by clicking 'Buyer Attachments' in the 'PQQ/ ITT Details' box. Please note that this process is not being conducted as a formal PQQ but we are using the PQQ functionality within the eSourcing portal to facilitate the EOI exercise.
3. Responding to the tender - Click 'My Response' under 'PQQ/ ITT Details', you can choose to 'Create Response' or to 'Decline to Respond' (please give a reason if declining) - You can now use the 'Messages' function to communicate with the buyer and seek any clarification - Note the deadline for completion. Follow the onscreen instructions to complete the PQQ/ ITT - There may be a mixture of online & offline actions to complete (detailed online help available). To submit your reply use the 'Submit Response' button (top of the page).
For further assistance please consult the online help, or the eTendering help desk.